1. Your Personal Data – What Is It?
Personal data is information relating to a living individual who can be identified from that information, either directly or when combined with other information. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who Are We?
1st Church Hill Scout Group supports young people in their personal development, helping them gain skills, confidence and the ability to make a positive contribution to society.
We are part of The Scout Association. For more information about Scouting, visit "scouts.org.uk" (https://www.scouts.org.uk/).
Our group holds an Annual General Meeting (AGM) each year, at which matters relating to the group and its trustees are considered in accordance with the applicable governance arrangements.
We meet at:
1st Church Hill Scout Hut
Edgeworth Close
Redditch
B98 8QH
Our Group Trustee Board is responsible for overseeing the group's activities and its handling of personal information. The appropriate data controller arrangements will be confirmed in line with The Scout Association's guidance.
We collect and use personal information only where necessary for the group's activities and our relationships with members, parents and guardians, volunteers, supporters, donors and funders.
3. How Do We Gather Personal Information?
We may receive personal information directly from you, or from a parent or legal guardian, through membership forms, enquiries, paper records and online systems.
Information about adult volunteers may also be provided through appropriate third parties, such as the Disclosure and Barring Service (DBS), where applicable.
We take particular care when handling information relating to children and young people, and obtain information from parents, guardians or other appropriate sources where necessary.
4. How Do We Process Your Personal Data?
We take appropriate steps to keep personal information accurate and up to date, store it securely, retain only what is necessary and protect it against loss, misuse, unauthorised access or disclosure.
Personal information may be used for the following purposes:
- Contacting members, parents and guardians about meetings, activities and events.
- Protecting the welfare, health and safety of members and volunteers.
- Managing membership and participation records.
- Supporting volunteers and administering the group's activities.
- Managing fundraising, donations and Gift Aid where applicable.
- Maintaining appropriate financial and administrative records.
- Sharing relevant news, events, activities and information about the group.
- Supporting the group's charitable and Scouting activities.
We only collect and use information that is relevant and necessary for these purposes.
5. What Is the Legal Basis for Processing Personal Data?
We process personal information where there is a lawful basis to do so. Depending on the circumstances, this may include fulfilling a legal obligation, carrying out legitimate activities of the group, protecting the vital interests of an individual, or obtaining consent where required.
Where we process health information or other special category personal data, we will ensure that an appropriate additional legal condition applies.
We will handle personal information fairly and transparently and will not use it in ways that are incompatible with the purposes explained in this policy.
6. How Do We Store Personal Data?
Personal information may be stored electronically or on paper. Digital information is held in systems approved for the group's activities, with access restricted as appropriate.
Where used by the group, these systems may include The Scout Association's membership systems and Online Scout Manager.
Paper records may include membership forms, health and contact information, Gift Aid records, event consent forms and award nominations. We take appropriate steps to store paper records securely and dispose of them safely when they are no longer required.
Where printed contact or medical information is needed at an event, we take appropriate precautions to protect it and ensure it is securely returned, stored or destroyed afterwards.
Financial and Gift Aid records are retained in accordance with applicable legal and financial requirements.
7. Sharing and Transferring Personal Information
Personal information is shared only where necessary for the group's activities, the welfare of members, or another lawful purpose.
Where appropriate, information may be shared with authorised group volunteers and trustees, The Scout Association, relevant Scout District or County representatives, service providers, insurers, local authorities or law enforcement agencies where there is a lawful reason to do so.
Where a member transfers to another Scout Group or Explorer Scout Unit, relevant information may be transferred in accordance with applicable Scouting procedures and data protection requirements.
We do not sell personal information to third parties for marketing purposes.
The group may use service providers to support its activities, including membership or administration systems. Information about the providers used and how they handle personal information can be requested from the group.
We do not knowingly transfer personal information outside the UK unless an appropriate lawful basis and safeguards are in place.
8. How Long Do We Keep Your Personal Data?
We retain personal information only for as long as necessary for the purpose for which it was collected, taking account of legal, financial, safeguarding, insurance and Scouting requirements.
Different types of records may need to be retained for different periods. When information is no longer required, we arrange for it to be securely deleted or destroyed, unless there is a lawful reason to retain it for longer.
Further information about the retention periods applicable to particular records can be requested from the group.
9. Your Rights and Your Personal Data
Under data protection law, you may have the right to:
- Be informed about how your personal information is used.
- Request access to your personal information.
- Ask for inaccurate information to be corrected.
- Request deletion of your information where applicable.
- Request that processing be restricted in certain circumstances.
- Object to certain types of processing.
- Request data portability where the right applies.
- Exercise rights relating to automated decision-making where applicable.
These rights are subject to certain legal conditions and exceptions.
To make a request, please contact the group using the details below. We may need to verify your identity before responding.
10. Further Processing
If we intend to use personal information for a new purpose that is not covered by this policy, we will provide appropriate information about that use before processing begins and obtain consent where required by law.
11. Contact Details
If you have a question about this policy, wish to exercise your data protection rights, or want to raise a concern about how your personal information is handled, please contact:
1st Church Hill Scout Group
1st Church Hill Scout Hut
Edgeworth Close
Redditch
B98 8QH
Email: firstchurchhillscoutgroup@outlook.com
You can also contact the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Telephone: 0303 123 1113
Website: "ico.org.uk/global/contact-us" (https://ico.org.uk/global/contact-us)
Postal address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Last reviewed: To be completed following approval by the group.